How can I manage my organization's firm Contacts Directory?

PERSUIT’s Contacts Directory allows you to gain full management of your organization’s firm contacts and relationship managers.

In this article, you will learn how to:

• Navigate to the Contacts Directory
• Add Individual Contacts
• Bulk Upload Contacts
  • Review and Validate the Upload
• Assign and Manage Relationship Managers
• Download a Contacts Report
• Delete Contacts

Navigating to the Contacts Directory

Find Contacts Directory under My Firms in the expanding menu to the left of any page. 

You’ll be taken to the Contacts Directory page. A search bar, Filter by Firms filter and a Sort dropdown list willhelp you navigate through your organization’s contacts. 

Adding Individual Contacts

There is an Add Contact button at the top right of the Contacts Directory. Any user in the organization can add an individual contact to the Contacts Directory.

After selecting Add Contact, the Add Contact window will appear. You can add the contact’s name and details here. 

• If both contact and firm already exist, the existing name and firm name will be used. 
• If the contact is new but the firm exists, a new contact will be created under the existing firm. 
• If both contact and firm is new, both a new contact and firm organization will be created. 

You will also be able to determine whether the contact is a Relationship Manager for your firm. Relationship Managers are users who would be good contacts to go to for any type of questions your organization may have regarding that firm. In case you don't know who at the firm to invite to your requests, consider inviting Relationship Managers. 

Relationship managers can also be edited and viewed from a firm's profile in our Firm Profiles feature. 

After you’ve filled out the details for the new contact, press Save. A contact’s relationship manager status can be changed at any time.

Note: Relationship managers are different than Designated Contacts. To learn more about Designated Contacts, please view this article here. 

Uploading Contacts in Bulk

Firm contacts can be added in bulk by users in the organization with Template Manager permissions. 

Note: if you don’t have Template Manager access, please reach out to your dedicated Customer Success Manager. 

Click on Bulk Upload at the top right of the Contacts Directory page.

The Bulk Upload window will appear.

To upload contacts in bulk, you’ll need to use the appropriate format. You can download a template to ensure the details align with the correct format.

Click the Download Contact Template button to download the template as an excel file.

In the template, you’ll see four columns: Firm Name, Contact Name, Email and Relationship Manager.

Column Formatting:

• Firm Name
  • Plain text
  • Used only when the email domain does not match an existing firm
  • Does not need to match exactly if the domain already exists
• Contact Name
  • Full name (First + Last)
  • Plain text
  • One contact per row
• Email (required)
  • Must be a valid email format (example: name@company.com)
  • Only required field
  • Must be unique per contact
• Relationship Manager
  • Values: Yes or No
  • Only Template Managers can assign this
  • Defaults to No if blank or invalid

General Rules

• Each row = one contact
• Do not change column headers
• Do not add extra columns
• Remove empty rows before upload

Note: The name of the template file can be updated and will not affect the upload.

After the template is filled, saved and ready for upload, drag and drop the file into the files section or click into the files section to browse your files. 

Click Upload to finalize adding firm contacts to the directory in bulk.

Reviewing and Validating the Upload

During the upload process, if any contacts’ emails are not correctly formatted or valid, the errors will be flagged for review.

The Data Import Error window will appear and impacted contacts will be listed in the table for correction. 

Update any flagged contacts directly in this table. Press Next when done.

After all errors have been amended, review the list of contacts to be added to the Contacts Directory. Press Confirm Contacts when ready to bulk upload the firm contacts. 

Assigning and Managing Relationship Managers

As stated above, Relationship Managers are users who would be good contacts to go to for any type of questions your organization may have regarding that firm. Relationship Managers will appear in Firm Profiles and the invitation workflow when creating a request.

You can have up to 25 Relationship Managers per firm. 

To manage a firm contact’s relationship manager access, start by pressing Edit on the related contact.

The Edit Contact window will appear and you will find a checkbox asking “Is this contact the relationship manager of this firm?”

Check the box to make the contact a relationship manager or uncheck to remove relationship manager access. Press Save after the appropriate designation has been set. 

Downloading a Contacts Report

Users with Template Manager access can download a contacts report for review at any time. 

To do this, press Download Contacts at the top of the page and an Excel report will instantly be downloaded to your local drive. If any filters were applied at the time of download, then the report will inherit the selected filters.

Deleting Contacts

Template Managers can delete any contact from their organization’s Contacts Directory. 

To do so, press Delete on the related contact.  

A confirmation window will appear to review your decision. Press Delete Contact to finalize the action. Deletions take effect immediately.

If you have any other questions, please reach out to our 24/7 Support Team (support@persuit.com).